Administrative Assistant - DBS

The City of Lynnwood is moving our community vision forward to become a regional model for a sustainable, vibrant community with engaged citizens and accountable government. The Department of Development and Business Services (DBS) advances this mission through community planning, economic development, permitting, inspections, and administration with an emphasis on modernizing the delivery of permitting and planning services and improving customer service.  

We are seeking an administrative assistant who thrives in a collaborative and service-oriented environment to help us fulfill this mission. 
Our Ideal Candidate:

• Is well-organized and detail oriented.
• Has a continuous quality improvement and growth mindset.
• Able to prioritize and coordinate multiple concurrent tasks and projects.
• Has excellent communication and relationship-building skills, as this position involves collaborating with internal and external partners and customers.
• Works through a diversity, equity, and inclusion lens on all projects.
• Enjoys working in and contributing to a positive and supportive team environment.
• Is proficient in Microsoft Office and able to learn new software quickly.

The individual assigned to this position is responsible for providing administrative and clerical support to the Development and Business Services (DBS) department. Responsibilities include preparation of presentation materials, budget tracking data, reports, special projects, and inter and intradepartmental communications; providing administrative support for invoicing, accounts payable, requisitions, and procurement; providing scheduling and support for  meetings (may also include Boards and Commission meetings), supporting and assisting staff and executives in administrative activities, responding to public and citizen inquiries, and general office duties. The individual in this position exercises considerable judgment in interpreting policies, practices, regulations and procedures and must be able to work independently.The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Provide administrative and clerical support to the director, manager, and other departmental staff members, including preparation of original correspondence, documentation, reports, and assist with other work generated by staff.
• Assist with the purchasing function for the Department i.e., purchase orders, invoices and ProCard reconciliation. Verify accounts payable invoices and process for approval and payment. 
• Attend meetings as required; distribute agendas; take, transcribe and distribute minutes as directed. Coordinate needed support for meetings.
• Provide general office support: attend staff meetings; coordinate calendars and travel; provide payroll and human resources support; and process mail and other correspondence.
• Assist in the preparation and monitoring of the departmental budget; and monitor and track expenditures, contracts, purchase orders, invoices, and expenses.
• Assist in departmental outreach efforts including responses to public inquiries; coordination, planning and implementation of special events and community meetings; assist with newsletter development and distribution; and provide website support.
• Assist in archiving records and processing public records requests.
• Maintain a current inventory of necessary office supplies, prepare requisitions for supplies and make arrangements for emergency supplies as needed.
• Maintain all files for the Department (i.e. master correspondence, agendas, hearing notices).   Prepare files for microfilming, update and purge files as required.
• Research documents, compiles data, and/or enters or oversees data entry.
• Provide a variety of other administrative support. Interact with other departments to provide needed information or assistance.  
• Other duties as assigned.
• Maintain regular attendance.

Job Location and Equipment Utilized

Work is performed in an office environment, both on-site and off-site, and occasionally outdoors. Equipment utilized includes standard office equipment and personal computer with associated software and peripherals.

Required Knowledge, Skills and Abilities

• Knowledge of standard office practices and principals.
• Working knowledge of office computer technology and programs including Word, Excel, PowerPoint and Outlook.
• Ability to analyze various kinds of problems and recommend solutions with a mindset for equity and inclusion. 
• Ability to maintain accurate and complete files, a working knowledge of legal notices and publication requirements, record keeping procedures, and good written and verbal communication skills.
• Ability to take and transcribe meeting minutes.
• Ability and willingness to handle confidential materials. 
• Ability to communicate effectively both orally and in writing.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Manual dexterity to utilize a computer and standard office equipment.
• Ability to bend at waist to retrieve and lift files or blueprints.
• Visual acuity to read written and numerical materials.
• Ability to speak and hear to exchange information.
• Ability to sit and/or stand for extended periods of time.
• Ability to communicate in English and preferably a second language (commonly spoken languages of business owners in Lynnwood include Spanish, Korean, Vietnamese, Chinese, Russian, Amharic).

The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload.

FLSA Status: Non-Exempt
Bargaining Unit: AFSCME

Salary : $33 - $42